How to Set Up Calendly 2023 Step by Step

So far, every time you wanted to meet with a customer, supplier or you wanted to have those first meetings with a lead you had to send him a Calendly:

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The user opened the link, and booked the meeting on your booking page:

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Calendly integrated with Google Meeting and guests attended the meeting.

Now it's no longer necessary, Google has developed this same option that makes the use of Calendly very unnecessary, and it's also free.

In this article, we'll show you how you can start using it.

Create an appointment schedule

Step 1: Set up your calendar

Remember: If you use Gmail as an individual, you will have this functionality for free. However, as a business, you'll need Google Workspace and Google One plans.

1. Open Google Calendar on your computer

2. You go to where it says Create + and Click on Appointment Schedule

3. Type the title of the meeting

Any user to whom you send the link to the meeting will be able to see the title.
The title will appear in the reservations in your calendar.

4. You define the duration of the appointment.

If these are team meetings, it will probably be +1 hours, however, for meetings with leads, the average duration is usually between 20 and 40 minutes.

Remember that the minimum allowed duration is 15 minutes.

5. Define the date, time, and time zone of the meeting. +

You can customize the options depending on your availability.
You can also offer hours on the same day by clicking on the button

6. Define the programming range

You can define from which day to which day it will be available for scheduling.
You can add an advance limit so that a person can schedule a meeting (for example, a minimum of 3 hours so you can organize and avoid the no-show)
You can even block date. For example, in the image below, it crashes as of August 18. This is useful so that you don't get scheduled meetings during periods of absence such as vacations.

7. More options and settings

You can adjust how much time you want between meetings. The Buffer Time is given, for example, if I give it 30 minutes, and they schedule a meeting for us at 10:00 that ends at 11:00, it will count that buffer time of 30 minutes, and I will not let anyone schedule until at least 11:30. Buffer Time is useful for resting and taking post-meeting notes.
By default, calendar will not allow the user to schedule a meeting in the slots of other events or meetings you have. However, there is a payment option that also allows synchronization with other calendars, such as the calendars you have in other Gmail accounts or the calendars of other co-workers who are going to attend the meeting.

8. Customize the color to your taste

Google gives you the option to customize the color on your calendar, and on the booking page itself. You have a lot of options to choose from:

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Step 2: Set up the booking page

1. Review your photo and name.

2. Choose the method.

You must choose how you are going to meet:

3. Indications.

You can leave instructions for the people who are going to book the meeting with you.

4. Fields that need to be filled in.

In this section, you can choose which fields you want the person who is going to meet you to fill in. This is extremely useful if you plan to use this booking page for commercial purposes since it will let you get lead data:

You can add custom fields if you wish.

5. Confirmation and reminders.

Once the meeting is scheduled, what we want is for it to take place and avoid the no-show. For this we have two methods:

Confirmation: If you activate this option, an instant email will be sent to the person who scheduled to confirm the appointment.
Reminders: If you activate this payment option, up to 5 emails will be sent to you so that the person who scheduled does not forget to attend.

Remember:

Email verification can only be used if you've purchased eligible Google Workspace plans.
If you have Google Workspace and Google One plans compatible with this feature, you can send up to 5 reminders before each appointment.
To accept payment for appointments, a Stripe account is required.

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6. Final step.

Once you finish this simple process, this window will appear:

And if you click on “Open booking page” the booking page will look like this:

Once you have all of this, you would still have several options left:

a) Send a link

If you want to meet with leads, team, customers, suppliers, etc., you just have to click “Share” and you can copy the link and send it to whoever you want:

That page looks like this:

b) Add it to your website

If you used to have Calendly on your website, now you can also replace that embed code with the one from Google Meeting. To do so, you have 2 options:

Choose the popup button option. If you choose this option, you can paste the code on your website and a button will be displayed that, when pressed, will allow the lead to meet with you. In addition, you can change the appearance of the button by changing its color and text. Then, you'll simply need to copy and add the code to your website.

Direct embed. If you choose this option, you can directly add the booking page to your landing page to make it easier for the user to book a meeting with you. In this case, you just have to copy the code and insert it on your website. The booking page will be displayed as you created it.

Option 1 is recommended for web pages while option 2 is more useful for landings.

For more information go directly The official Google page.

Follow the steps mentioned in this article of Insurgente, and you'll see that you'll be an expert at configuring Calendly. If you want, check out other articles on the blog, such as: LinkedIn Premium, LinkedIn Sales Navigator, Leads b2b, among others.